Microsoft Word 2013 Headers and Footers (Level 3)

Transcription

1 IT Training Microsoft Word 2013 Headers and Footers (Level 3) Contents Introduction 1 Inserting a Header and/or Footer 1 Inserting Field Codes 2 Adding Borders and Graphics 3 Creating Different Headers/Footers 3 Using Page Setup 3 Using Sections 4 Introduction Headers and Footers are text (and/or graphics) which appear at the top (for a header) or bottom (for a footer) of every page of your document. They are used for a variety of purposes, such as page numbering, document titles, copyright notices, company names and so on. Inserting a Header and/or Footer To insert a header or footer: 1. Open the document to which you wish to add a header or footer - or press <Ctrl n> to create a new one 2. Move to the INSERT tab and click on the [Header] button in the Header & Footer group 3. Click on the Edit Header option which is found just under the built-in headers 1

2 Any body text is greyed out with the header and footer areas separated by dotted lines. The HEADER AND FOOTER TOOLS DESIGN ribbon is displayed similar to below: Note: You can hide the greyed-out body text by unticking the [Show Document Text] checkbox on this ribbon in the Options group. 4. For a header, type the required text into the header box - e.g. type the Title of the Document 5. If you want the text placed centrally or on the right, press <Ctrl e> for [Center] or <Ctrl r> for [Align Text Right] use <Crtl L> if you want to reset it to [Align Text Left] Note that the header (or footer) can be more than one line - simply press <Enter> to create a new line. 6. To insert a footer, click on the [Go to Footer] button in the Navigation group on the ribbon Tip: You can also use the <up arrow> and <down arrow> keys to move between the header and footer. 7. Repeat steps 4 and 5, as above Sometimes you want a header or footer to contain text or a graphic on both the left and right side of the paper. You need to have the Ruler showing in order to see the tab settings: 8. If the Ruler is not already showing, click on the [View] tab then on [Ruler] in the Show group If you look carefully at the Ruler you will see that special centre and right tabs have already been set up for you. To use them: 9. Make sure the header or footer is on the left (you may need to use the <Backspace> key, to delete any inserted alignment tabs) 10. Type the text required on the left hand side 11. Press <Tab> to move the insertion point to the centre of the page and type in any required text 12. Press <Tab> again to move to the right of the page and type in the text required Inserting Field Codes More often than not, headers and footers include values which change from page to page (e.g. the page number) or which are not constant (e.g. the date each time the document is printed). These values can be included by using field codes. As an example, replace any existing footer as follows: 1. Move to the footer box, drag through any existing text and <Delete> it 2. Click on the [Date & Time] button in the Insert group on the HEADER & FOOTER TOOLS DESIGN tab 3. Turn on the Update automatically checkbox if you always want the current date displayed each time you open the document press <Enter> for [OK] 4. Press <Tab> twice to move to the right-hand side 5. Type the word Page (and a space) then click on [Page Number] in the Header & Footer group 6. Select Current Position and choose Plain Number - the number 1 will appear (on Page 1) 2

3 You could have chosen one of the other settings here to get the word page displayed, but it was useful to see how you can type in your own text. You can also modify the date and page number settings, if you need to, by altering the field codes. To change the appearance of the date: 7. Right click on the date and choose Toggle Field Codes 8. Change the code setting from dd/mm/yy to dd-mmmm-yyyy 9. Right click on the new field code and choose Update Field To find out more about field codes, see the document Microsoft Word 2013: Fields. To change the page number setting: 10. Click on [Page Number] in the Header & Footer group on the HEADER AND FOOTER TOOLS DESIGN tab and choose Format Page Numbers from the menu 11. To change the Number format: use the list arrow provided and choose the format required 12. To start page numbering at other than 1, click on Start at: and type the number (or letter) required into the box provided 13. Press <Enter> or click on [OK] to reset the numbering Adding Borders and Graphics Sometimes you may want your header or footer separated from the body text by a horizontal line. This is easily achieved by adding a border to the header or footer text. In this next exercise you are going to add a line above your existing footer: 1. Make sure you are viewing the Footer box (press <down arrow> if necessary) 2. Move to the HOME tab then the list arrow next to the [Borders] button in the Paragraph group 3. Choose Top Border from the menu - a horizontal line will appear across the whole page Note: If you want a different style of border, click on the list arrow next to the [Borders] button and select Borders and Shading... On the Borders tab, select the Style and Width. In the Preview section on the right, click on the top edge of the diagram to get the new border and press <Enter> or click on [OK]. As an example of putting a picture into a header or footer, try adding a fancy dividing line to your header: 4. Press the <up arrow> key to move to the Header box 5. Press the <End> key to move to the right edge of any typing then <Enter> to move to a new line 6. On the HEADER AND FOOTER TOOLS DESIGN tab, click on [Online Pictures] in the Insert group - an Insert Pictures window with a Bing Image Search appears 7. Type clip art divider into the search box and press <Enter> for [Go] 8. Select a fancy dividing line (scroll down to see more), click on it followed by [Insert] press <Ctrl z> for [Undo] if you find you ve made a poor choice then try again 9. If the clip doesn't stretch across the header, click on it and use the handles to resize it Creating Different Headers/Footers Using Page Setup You can, if you want, have a different (or blank) header/footer on the first page of a document or different headers/footers on odd and even pages (e.g. where the document is to be printed on both sides of the paper). You can also set the exact position of the header/footer on the page. 1. In the Options group on the HEADER AND FOOTER TOOLS DESIGN tab, choose the settings required by clicking on the checkbox next to Different Odd & Even Pages and/or Different First Page 3

4 By setting these options, you will find you have First Page Header/Footer and Odd/Even Page Header/Footer boxes when you are in the header or footer. 2. If you want to adjust the vertical positions of the headers/footers on the page, modify the values in the Header from Top and Footer from Bottom boxes in the Position group 3. Note the new names given to the Header / Footer boxes - e.g. First Page Header 4. Click on the [Close Header and Footer] button to return to normal working Using Sections If you want to have several different headers/footers then you need to split your document up into sections. Each section can have its own header/footer. A good example of this is where you have a thesis and want the Chapter title to feature in the header (or footer). To divide your document up into sections you insert section breaks at relevant points in the text. In this next exercise it assumes you don't have a suitable example file to work on - instead, just type in appropriate text to a new document: 1. Press <Ctrl n> to create a new document 2. Type your first chapter title - e.g. Chapter 1: Introduction 3. Apply a heading style (if you want) by clicking on the [Heading 1] button in the Styles group on the HOME tab 4. Press <Enter> and type in some text 5. Move to the PAGE LAYOUT tab and click on the [Breaks] button in the Page Setup group - you will see the following: Note that you can insert page breaks here, though pressing <Ctrl Enter> is an easier method. 6. In the lower section, select the type of Section Break you want - here select Next Page 7. Type your second chapter title - e.g. Chapter 2: Literature Review 8. Repeat steps 3 to 6 as required for further chapters Your document has now been split into sections. To see this more clearly, right click on the blue Status Bar at the bottom of your Word window, choose Section then click away from the pop-up menu. The start of the Status Bar should show something like Section: X Page: Y of Z where X, Y, and Z represent numbers. Now add the required headers and footers: 9. Press <Ctrl Home> to move to the first section at the top of your document 10. Click on the INSERT tab at the top, move to the Header & Footer group and click on the [Header] button 4

5 11. Click on Edit Header - note how the section number is added to the title of the header/footer box 12. Enter the header text - e.g. Chapter 1 - Introduction then press <Ctrl e> or <Ctrl r> if you want to change the justification 13. Press the <down arrow> key to move to the Footer ready to add the page number 14. Click on the [Page Number] button (in the Header & Footer group on the HEADER & FOOTER TOOLS DESIGN tab), and choose Bottom of Page then one of the Plain Number options (to place the page number on the left, centre or right) 15. Press the <down arrow> key until you reach the Section 2 Header Note that the [Link to Previous] button in the Navigation group is highlighted indicating that the Section 2 Header is linked to the previous header in Section 1. If this is left linked then any changes made to the header in Section 2 will also be made in Section 1 which is not what you want. 16. Click on the [Link to Previous] button on the ribbon to turn it off 17. Amend the header text to read Chapter 2 - Literature Review 18. Repeat steps 15 to 17 for any further chapters Note that the Footer doesn't change with each section, so leaving it set as Link to Previous is correct. However, if you wanted use a different number format for some of your pages (e.g. the introductory pages to a thesis) then you have to remove this link. See the document Microsoft Word 2013: Finishing a Thesis for further details. 19. To return to normal typing, click on the [Close Header and Footer] button Beware: Users often have trouble with headers/footers in sections. This is invariably because they have forgotten the Link to Previous option. If this is not turned off then any change made to one header or footer will be applied to the header/footer in the previous section as well. Trademark owned by Microsoft Corporation. Screen shot(s) reprinted by permission from Microsoft Corporation. Copyright 2015: The University of Reading Last Revised: April